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Video:Microsoft Outlook: How to Organize Folders

with Nick Flegg

Organize folders to manage your inbox and sort incoming emails in Microsoft Outlook. Watch this About.com video for instructions on organizing folders in Microsoft Outlook.See Transcript

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Transcript:Microsoft Outlook: How to Organize Folders

Hi, I'm Nick and today for About.com, I'm going to teach you how how organize your folders in Outlook 2010.

Create Folders to Organize Folders

Organizing your folders makes keeping on top of your mail easy and there are several ways to do it. First of all, if you want to create a new folder, open the folder ribbon and select the New Folder option. You can also use the keyboard shortcut ctrl+shift+e. Now you can name your folder, define its contents and select the location it should be placed.

Use Search Folders to Organize Folders

If a regular folder isn't enough for you, why not try a search folder. Search folders can be found in the Folder ribbon and can also be activated using the shortcut ctrl+shift+p. A search folder can be used to organise mail with specific conditions, for instance, ticking all mail flagged for follow up will move all flagged mails to the new search folder.

Use Rules to Organize Folders

You can also use rules to make Outlook organize your mail for you. If you're regularly receiving spam from the same sender, right-click the offending mail and select Rules --> Create Rule. Here, you can set conditions to ensure that all mails from that particular sender are sent straight to the junk folder. You can also apply the rule on all relevant messages in the same folder.

Use Categories to Organize Folders

You can also separate your mail into categories, by clicking the square icon. Right-clicking on the icon allows you to set which category you'd like to use. You can even edit categories by changing their name, color and shortcut key. It's possible to have more than one category for an individual mail, making it easy to get your mail exactly how you want it.

Use Conversations to Organize Folders

Another way to organize your mail is through conversations, found in the View ribbon. Conversations group related mails together, depending on the condition you wish to view by. This is a great way to avoid cluttering Outlook and keep things tidy. Finally, you can flag your mails for follow up by clicking the flag icon. Right-clicking allows you to define how urgently the mail requires your attention and you can even add reminders to make sure you don't forget.

Now you know how to organize your folders in Outlook 2010. For more tips and tricks, be sure to visit compute.about.com.

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